Farmington Community Gardens ByLaws 2013

Farmington Community GardensFarmington, NH

The Mission Statement of the Farmington Community Gardens

The Farmington Community Gardens is a non-profit organization managed by the Farmington Community Gardens Stewardship Committee. The Committee maintains, coordinates, and supports the Community Gardens as a site for public gardening using community owned land in the Town of Farmington. Both individual and communal gardening spaces are provided for growing fruits, vegetables, and herbs to enhance and supplement the nutritional needs of our citizens. The Organization believes that promoting the growth of fruits, vegetables, and herbs using ecologically friendly and green gardening initiatives will foster healthy and sustainable gardening practices, aid inthe nutritional support of our citizens, and provide a beneficial use for town land that will develop theenvironmental, ecological, and nutritional literacy within our community.

The ByLaws of the Farmington Community GardensArticle I – Name and Purpose

Section 1 | Name — The Community Project described here is officially named "Farmington Community Gardens." This name can be changed only by a vote of two thirds of the governing Stewardship Committee. For the remainder of this document, Farmington Community Gardens will be known as The Gardens.

Section 2 | Location — The Gardens are located on town property, lot U11-030, in front of the Water Tower on Bay Road. The Board of Selectmen authorize the use of Town Land for the Gardens and the Town of Farmington will retain ownership of the property.

Section 3 | Purpose — The Gardens will be established and maintained as a Community Project of the Farmington Community Gardens, a New Hampshire nonprofit corporation. The purpose of the Gardens is to promote, create, and maintain community and home gardening in the Town of Farmington by providing space for its citizens interested in gardening to grow their own vegetables and/or flowers according to their needs. It is desire of the Community Gardens Stewardship Committee to maintain The Gardens as an organic growing space to promote organic and sustainable gardening practices along with healthy nutrition. A secondary purpose for The Gardens would be to benefit the Community of Farmington by providing a productive, attractive, and collaborative use for a public space.

Article II – Governance

Section 1 | Definition — Governance of The Gardens will be implemented by the Farmington Community Gardens Stewardship Committee, known throughout this document as The Committee. The Committee is responsible for decisions regarding garden

Farmington Community Gardens Bylaws 2014

membership and also current and future activities within the Gardens, and will interpret and enforce the Rules and Regulations of The Gardens, known throughout this document as TheRules. Garden Members who join The Committee will be known as Garden Stewards, knownthroughout this document as The Stewards. The Committee determines its meeting schedule and method. Meeting times and changes in the meeting schedule are decided by majority vote. The number of Stewards is determined by The Committee and may change depending on retirement and on the needs of The Gardens as viewed by The Committee. The Gardens will allow support from outside organizations through sponsorship. Sponsors of the Gardens may donate materials, time, or financial resources to sustain the Gardens. Sponsors will have no voice in the governance of the Gardens.

Section 2 | Committee Responsibilities — As mentioned in Article II, Section 1 above, TheCommittee is responsible for interpreting and enforcing The Rules. It is the obligation of The Committee to apply The Rules in conjunction with the Bylaws to the Gardens and Garden Members on a regular basis. The Committee is responsible for updating both documents, and assuring that bylaws and rules are fair, consistent, and up-to-date. The Committee has the responsibility for coordinating the Garden Space Agreements with Garden Members. Additionally The Committee is also responsible for:

• Developing long-range plans for the continuation and improvement of The Gardens and The Gardens organization. The Committee may implement these plans when feasible.

• Planning and arranging any activities sponsored by The Gardens intended for the benefit and enjoyment of Garden Members and the surrounding community.

• Recruiting Stewards to fulfill The Committee responsibilities.• Recruiting Garden Members to occupy Spaces in the Gardens, and designating the

locations of those Spaces.• Communicating with the Farmington Board of Selectmen annually with information on

Garden Member, Steward, or Committee issues, changes to the Bylaws or Rules, and progress updates.

• Monitoring the Spaces within the Gardens and surrounding parking areas for the purpose of maintaining cleanliness and order.

• The Committee will meet on a regular basis to discuss issues or problems in The Gardens and to seek solutions when necessary.

Section 3 | Committee Officers and Elections — The Committee shall be coordinated by its Officers. The Officers will be Chairperson, Vice-Chairperson, Treasurer, and Secretary. The Officers will be elected annually by the Stewards.

• Elections will be held in November, after the growing season has completed. Any current Steward can be elected to hold office.

• The Committee will accept written nominations for elections by the Stewards. Nomination forms will be made available to all Stewards.

• The deadline for submitting nominations is the September general meeting.• Officers will perform the duties as detailed in Section 4, and may also perform other

duties as the Officers or Stewards may specify or require.• Vacancies in any office shall be filled for the un-expired term by appointment of the

remaining Officers before the next meeting of the Committee.• The Officers may establish and abolish standing and special committees as

necessary.

Section 4 | Duties and Responsibilities — The duties and responsibilities of the Officers and Stewards of the Stewardship Committee will be established by the Bylaws.


Section 4.01 | Chairperson — The Chairperson will preside over all meetings of the Stewardship Committee. The Chairperson has authority to set the agenda for meetings, and implement the suggestions of standing or special committees.

Section 4.02 | Vice-Chairperson — The Vice-Chairperson will act as the Chairperson when the Chairperson is absent or unavailable. The Vice Chairperson will act as liaison between the Stewards and the Officers, and The Committee and theFDC, when necessary.

Section 4.03 | Secretary — The Secretary will be responsible for all written records of The Committee, notices of meetings, minutes of meetings, and official correspondence.

Section 4.04 | Treasurer — The Treasurer will be responsible for all financial recordsof the Gardens, and will be the liaison between the Gardens and the FDC Treasurer, to secure the authorization for purchases and payment of any outstanding bills.

Section 4.05 | Stewards — The Stewards will be responsible for regularly attending Committee meetings, participating in the decision making process of the Committee, and completing tasks or functions beyond regular meeting attendance that fulfill the responsibilities cited in Section 2 above.

Section 5 | Removing an Officer or Steward — Although Stewards serving on The Committee serve no fixed term, an Officer or Steward may, under certain circumstances, be removed by a two thirds majority vote of the full Committee. Differences of opinion are expected and respected and do not, of themselves, constitute grounds for dismissal of a Steward or Officer. If an Officer or Steward fails to meet the requirements and responsibilities of Committee membership, as outlined in Section 4; is unable or unwilling to meet individual and group responsibilities; or demonstrates illegal or unethical behavior or a pattern of disruptive behavior, other members may request a discussion of the particulars and a vote for removal of the Officer or Steward.

Section 6 | Sub-committees — The Committee may decide to form sub-committees to research proposals before a decision is made on these proposals by the larger Committee.

Section 7 | Voting Rules — Votes may be taken at Committee meetings only in the presence of a quorum. A quorum is defined as at least 51 percent of the current number of Stewards in good standing serving on The Committee. Only Committee Stewards may vote on proposed motions. Proposals put before The Committee must be accepted by a majority of those attending to pass. Decisions to remove a Steward require a two thirds majority vote of current Committee Stewards in favor to pass. All Committee Stewards must be notified before any action to vote on policy or rule changes, or Committee Steward expulsions. Generally, voting will take place at face-to-face meetings. However, if expedient in special circumstances, voting can also be effected through e-mail polling, if a majority of The Committee agrees to this method. A special Committee meeting may be convened at any time by a majority of Committee Stewards.

Section 8 | Amending the Bylaws — Amendments to the Bylaws must be approved by a


two thirds majority of the Stewardship Committee. Amendment suggestions may be brought by either The Committee, individual Stewards, or Garden Members. The Committee will review the proposed ByLaw changes and publish them for review by the membership prior tovoting on any ByLaw changes or amendments.

Article III – Garden Membership

Section 1 | Definition — A Garden Member is someone who has been granted rights to a particular Garden Space, either individual or communal, who has paid their annual membership dues, and who agrees to and abides by the rules and policies of The Gardens as defined and accepted by the Stewardship Committee. There will be two types of Garden Members. Individual Garden Members are those who are assigned individual Garden Spaces to tend and Communal Garden Members are those who are assigned to help tend the Communal Garden Space. The Communal Garden Space Membership will be open to all. Individual Garden Space Membership will be limited to the number of individual garden spaces outlined in the Community Gardens map.

Section 2 | Prospective Members — Garden Membership is available on a first-come first-served basis and is open to any resident of the Town of Farmington, regardless of gender, race, creed, color, or sexual orientation. If all Individual Garden Spaces are occupied, prospective members will be offered Communal Membership status. Communal Members who wish to be Individual Members will have their names placed on a waiting list. Prospective Garden Members must sign the gardening agreements, and submit the associated Garden Membership dues to become a Current Garden Member.

Section 3 | Current Members — A current Garden Member in good standing may retain their assigned status and Garden Space for the following year by signing the agreement and paying the required membership dues by the deadline set for renewal. Further information onGarden Membership responsibilities is contained in the Garden Rules and Policies document, which is supplied with the agreement. These Garden Rules and Policies may change from year to year at the discretion of the Stewardship Committee. Additionally, Garden Members are further categorized as Individual Garden Space Members and Communal Garden Space Members, in accordance with Section 1. The Garden Member is responsible for all communication with the Steering Committee, including completing the annual renewal form, submitting the required Garden Membership dues, and addressing anyrules violation notices. Cleanliness and order within the Gardens and immediate surrounding area, including parking areas, is the responsibility of the members using the Gardens.

Section 4 | Garden Space Dues — The Garden Membership dues are based on the size of the Garden space and the status of Garden Membership.

Section 4.01 | Communal Garden Members — The Communal Garden Member annual dues will be $5.00. Communal Members share the tending and harvest of theCommunal Garden Space. A portion of the harvest of the Communal Garden Space will be reserved for the Stewardship Committee for sale at the Farmer’s Market, in order to raise funds to support the Gardens.

Section 4.02 | Individual Garden Members — The Individual Garden Space Member annual dues will vary by Garden Space size.


• Annual dues for the Small Garden Space will be $7.00. A Small Garden Space is defined as being 60 square feet of 2.5 ft wide by 24 ft long.

• Annual dues for the Medium Garden Space will be $12.00. A Medium Garden Space is defined as being 100 square feet of 10 ft wide by 10 ft long.

• Annual dues for the Large Garden Space will be $25.00. A Large Garden Space is defined as being 200 square feet of 10 ft wide by 20 ft long.

Section 5 | Termination of Membership -- Garden Membership Individual and Communal Space privileges may be revoked by The Committee for violation(s) of the Rules and Policiesestablished by The Committee. Membership will be revoked at a monthly Committee Meeting, and the Garden Member will have the opportunity to speak to the Committee prior to any vote. A majority vote is required to terminate any Garden Member. Garden Rules and Policies and the enforcement procedures will be distributed at renewal and enrollment. Garden Members are required to sign a document accepting these rules, policies, and procedures. Additionally, these rules, policies, and procedures will be available at the Municipal Offices and published on the Community Gardens’ website so that they are available to all Garden Members and Town Citizens at any time.

Article IV – Records

Section 1 | Definition — Official records of The Gardens include the Bylaws (this document)as currently amended, current Garden Rules and Policies as approved by The Committee, Membership information, legal agreements, policy and/or action documents approved by TheCommittee, all financial statements and documents, and minutes of Committee meetings.

Section 1.01 | Other Documents — All other documents related to the operation of The Gardens, including but not limited to bank statements, receipts, correspondence, and drafts are considered unofficial records and are not automatically available to all Garden Members and Committee Stewards.

Section 2 | Availability — Official records of The Garden shall be made available for inspection by any Garden Member or Committee Steward upon request. The Committee may publish any or all official records in any manner. Unofficial records are not generally available, but may be made so generally or on a case-by-case basis by a vote of The Stewardship Committee. Copies of all official records and forms will also be available at the Municipal Offices.

Section 3 | Data Privacy — Names, contact information, payment information, and other personal data necessary for the collection of Garden Space dues and the operation of The Gardens shall not be distributed to any outside organization nor to Garden Members outside of The Committee. Contact and other personal information shall be distributed internally to Committee Stewards on a “need to know” basis.

Section 4 | Security— The Committee may establish procedures to ensure that all records and documents pertaining to The Gardens are secure from loss.

Article V — Financial Administration

Section 1 | Fiscal Year — The fiscal year of The Gardens shall be December 1 through


November 30, in accordance with the growing season and Committee officer elections.

Section 2 | Financial Records — All financial records of The Gardens, including but not limited to checks, statements, receipts, check registers, and electronic records of any type shall be available for inspection by Garden member upon request. Official and unofficial documents and records may be available to Committee Stewards and Garden Members at the discretion of The Committee. The Committee may also establish written policies concerning the manner in which payments are made and/or how financial records are kept. The Committee will establish procedures to ensure that all financial records are secure from loss. The Committee will produce an annual financial report on the Community Gardens andmake it available to the Board of Selectmen and the citizens of Farmington.

Section 3 | Accounts — All financial accounting on behalf of The Gardens will be done through the Farmington Community Gardens Treasurer. The Gardens will establish and manage a separate account for the Farmington Community Gardens. Records of Gardens’ finances will be kept and an independent operating budget and balance will be maintained for the Community Gardens annually by Treasurer.

Article VI — Dissolution

Section 1 | Dissolution of the Gardens — Since the Gardens are located on Town Land, its use authorized by the Board of Selectmen, if alternative need for the property arises, the Selectmen have the authority to terminate its use for the Gardens. At that time, the Gardens may be dissolved or moved to another location. The Stewardship Committee, should adequate reason arise, also may choose to cease sponsorship of the Gardens. At that time, responsibility for the Gardens may be transferred to another organization, upon authorizationby the Board of Selectmen.

Section 2 | Disbursal of Records and Assets — If Farmington Community Gardens shouldbe dissolved, its property, funds, and other assets shall be dispersed by the Stewardship Committee prior to the dissolution. Any remaining assets shall be used by the Committee to support or sponsor another community project that would benefit the Town and citizens of Farmington. All records of the Gardens will be maintained for the legal period of time before their destruction or archival.

Adopted by the Farmington Community Gardens Stewardship Committee — 4 July 2014.


Farmington Community Gardens ByLaws 2013

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Transcript of Farmington Community Gardens ByLaws 2013